Tasks and the calendar

A task is a to-do for staff: a follow-up, a call, chasing artwork. It can be about a customer, a quote, an order, an invoice or a purchase order, or nothing in particular. Tasks apply to the whole business, not to one site.

Adding a task

• Add task on a customer’s page, or on the Tasks tab of a customer or document. It goes to the record’s rep by default, due in a week.
• New task on Sales > Tasks, where you can pick the customer. It goes to you, due today.
• Clicking a day on the calendar.
• Automation rules can add them too.

Field	What it does
Title	What to do. Required
Customer	Only on the task list and calendar. A task on a document takes the document’s customer
Assigned to	Anyone who works with customers, or Unassigned
Type	From your task types. It sets the colour on the calendar
Priority	Low, Normal or High. Separate from the type
All day, Due	A date, or a date and time with All day off
Description	Any detail

Assigning a task doesn’t notify anyone by itself. A rule can do that, with Notify staff.

The task list

Sales > Tasks opens on your own open tasks, soonest first. Overdue ones show their date in red, and the menu item shows how many of yours are overdue.

Change the filters to see more:

Filter	Options
Status	Open or Done
Assigned to	Me or Unassigned, or clear it for every task you can see. Managers can also pick a person
Priority	Any of Low, Normal, High
About	A customer, a quote, an order, an invoice or a purchase order
Due	Overdue, Due today or Due this week
Type	Any task type

The About column links to the record, so you can go straight from the task to the work.

Done finishes a task, and Reopen puts it back. Mark done does several at once. Editing a task also lets you Add a note, such as progress or what was agreed. It is saved on the task with the date and your name.

Anyone who can see a task can edit it. Only the person who created it, or a manager, can delete it.

Whose tasks you can see

You can see tasks assigned to you, tasks you created, and tasks on customers you can see. Managers see everyone’s, and only they get the person filter and the calendar’s team view.

The task calendar

Sales > Task calendar (or Calendar on the task list) shows tasks by due date, coloured by type. Finished tasks are grey.

• Click a task to edit it.
• Drag a task to another day to reschedule it.
• Click a day to add a task.

Filters narrows the calendar by type, priority, and open or done. Your choice stays for the rest of your session.

Managers get two more things:

• Showing on the month view switches between Mine, Everyone, Unassigned or one person.
• Team below it shows the week with one row per rep, plus an Unassigned row, and anyone else still holding open tasks. Every task fills its day here. Dragging a task to another day keeps its time, and it doesn’t change who the task is assigned to.